Many companies have embraced online board meetings, and with good reason. They can save time and money while giving a greater variety of perspectives on the decisions. However, there are some difficulties associated with virtual meetings etiquette that can derail the pace of discussions and hamper productivity.
To ensure a productive meeting, it is important to keep remote participants interested. Video can be used to introduce participants from remote locations and encourage them whenever possible to be in contact with their webcams. Encourage participation by asking the participants to raise their hands whenever they are asked questions or comments. Also be sure to remind them not to mute themselves when they are not talking to silence background noises like pets and kids. Set up a time limit for speaking to ensure that no one person dominates the discussion and discourage boredom. This can be done by putting the timeframes in your agenda or by appointing an individual to serve as timekeeper.
Make sure that your board members receive the agenda as well as a list of the agenda items they will be discussing during the meeting. This will ensure that your board members arrive prepared and ready to make responsible decisions. Board members should be advised to keep the discussion focused and avoid tangential discussions that might not be beneficial to the agenda of the meeting. In addition, it’s recommended to take minutes of the meeting to record the conversation and serve as a valuable resource for reviewing the meeting later. It is also recommended to send follow-up tasks after the meeting. This will ensure that all issues and deadlines are dealt with on time.